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Process for Submitting New Term Requests

Appendix A of the RELMA Manual has the complete information on how to submit a term request. Here are the highlights.

 

lists-icon  What Information We Need

First things first. The information you provide about your local test/measurement and how it is used is more important than the proposed LOINC name you come up with. Having complete information on what your local test is makes the review process much smoother. It helps us create clear term definitions as well as verifying and enhancing other accessory content, which benefits everyone. The kinds of information we need does vary a bit depending on the type of content (lab, radiology, document titles, survey questionnaires, etc), so not all items are applicable all of the time.

 

In order for us to process your request, we need:
    • Local test/observation name
    • Local order (panel) name
    • Description of the test (what it measures, how it is performed, what it is used for, and clinical relevance)
    • Name of send out lab (if applicable)
    • Name of healthcare organization that stimulated the request for this term (if you are submitting on behalf of someone else)
    • Units of measure (for quantitative observations)
    • Answer lists (for qualitative observations)
    • Sample results, reports (if applicable)
    • Package inserts, test kit documentation (if applicable)
    • Vendor, instrument, and/or reagent kit used to perform this test (if applicable)
    • Description of the project or activity that stimulated the request for this term (e.g. IHE Antepartum Record Profile, Indiana Network for Patient Care health information exchange project, etc)
    • Implementation guide (for terms designed for use in the context of a specific messaging implementation guide), or any other documentation you have
    • If the request is for a panel, you must indicate the tests that comprise the panel
      • Tell us which tests in the panel already have a LOINC code
      • For any tests in the panel that do not already have a LOINC code, you'll need to supply all of the above information. These new test terms should be separate request entries in your submission.

 

Give us your best shot. With this information at hand, you can suggest a LOINC name (following the naming patterns in the database and described in the LOINC User's Guide) with the following attributes:

    • Component (Analyte)
    • Property
    • Timing aspect
    • System
    • Scale
    • Method (if submitted)

    But, don't be surprised if the name LOINC comes up with differs from the one you proposed. It's our job to look across the whole database and follow existing naming conventions and models.

     

    format-icon  Format for Requests

    relma-laptop-wecome-screen.png

    If you are submitting requests for new laboratory tests or other basic clinical measurements, the tools in RELMA are by far the easiest way to make a submission. 

    Just look for the "Propose Term" button on the mapping screen or from the File menu and you'll be on your way.

    When you've finished preparing your submission with all the required information, you can send your request to Regenstrief directly from within RELMA.

     

    question-icon Don't have RELMA or are submitting complicated content from a survey instrument?

    If you don't have or can't install RELMA, the other way to make a submission is to use one of the templates below. There are several types available, depending on what kind of content you are submitting. The templates will help ensure that your submission follows the specified format and contains the information we need.

    The templates also include an example submission, so you have an idea of what we are looking for.


    Approved LOINC Submission Templates

     


    Basic Submission Template
    Use this template if you don't have RELMA and are requesting new document or report titles, or simple clinical measurements.
    Lab Submission Template
    Use this template if you don't have RELMA and are requesting new laboratory tests. (Has an easy way to specify panels too).


    Basic Submission Template (.xlsx)


    Lab Submission Template (.xlsx)


    Surveys/Forms Submission Template
    Use this template if you are submitting a survey instrument, form, or data set. (Includes examples and the original forms for reference).

    Radiology Submission Template
    Use this template if you are submitting requests for new radiology procedure codes. (Includes examples).


    Form Submission Template (.zip)


    Radiology Submission Template (.xlsx)


     

    format-icon When you're ready with your submission template, attach your file(s) to an email and send it to: submissions@loinc.org

    Current Versions
    LOINC 2.59
    Released: 2017-02-21

    RELMA 6.18
    Released: 2017-02-21


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